Canceling interviews via email--or more polite to call?

[lakeplacid]

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I recently canceled a whole slew of interviews via email. I was very nice in my email, and figured if I was a Program Administrator, I'd prefer to get cancellations via email. In the past when I've turned down interviews, I get a response from the PA saying "Thanks for letting us know, best of luck" etc so I've never worried about them NOT receiving my cancellation.

However, this time around, I've received no responses from the programs, and I actually called one up to be sure (because I knew they had changed PAs several times by this point and the email I had was outdated). Anyway, the reaction I got from them was awkward--like "duh, we received it, you're not on our list anymore."

So I'm wondering if I should just rest in peace and know the programs all got my emails. I'm kind of dreading calling up 5 other programs to make sure they received my cancellation without feeling like a d-bag for rubbing it in.

 

[mcl]

I recently canceled a whole slew of interviews via email. I was very nice in my email, and figured if I was a Program Administrator, I'd prefer to get cancellations via email. In the past when I've turned down interviews, I get a response from the PA saying "Thanks for letting us know, best of luck" etc so I've never worried about them NOT receiving my cancellation.

However, this time around, I've received no responses from the programs, and I actually called one up to be sure (because I knew they had changed PAs several times by this point and the email I had was outdated). Anyway, the reaction I got from them was awkward--like "duh, we received it, you're not on our list anymore."

So I'm wondering if I should just rest in peace and know the programs all got my emails. I'm kind of dreading calling up 5 other programs to make sure they received my cancellation without feeling like a d-bag for rubbing it in.

I have to admit that by mid December I was so annoyed by the cancellations that I stopped responding to emails. Especially ones that were telling me "sorry to cancel on you--I hope you'll be able to find someone to fill my spot," like strong applicants were just waiting around, hoping to hear from me. It worked in November when schedules weren't as set, but at this point the people on my waiting lists either have made other plans for our interview dates or aren't particularly interested in making last minute, expensive flight arrangements to get here on short notice. And I can't "un-regret" applicants we declined back in November because I had no more interview spots to offer.

So with limited time I chose to focus my energies on the people who were coming rather than the ones who weren't. But you are right--I should have sent back a cursory "thanks for letting me know you aren't coming" email.

Cancellations are expected, especially at this time of the year, and all you can do is your best. If you send an email, at least you are covered in the event that the program didn't receive it and contacts your Dean's office that you were a no-show.

 

[ACoordinator]

I recently canceled a whole slew of interviews via email. I was very nice in my email, and figured if I was a Program Administrator, I'd prefer to get cancellations via email. In the past when I've turned down interviews, I get a response from the PA saying "Thanks for letting us know, best of luck" etc so I've never worried about them NOT receiving my cancellation.

However, this time around, I've received no responses from the programs, and I actually called one up to be sure (because I knew they had changed PAs several times by this point and the email I had was outdated). Anyway, the reaction I got from them was awkward--like "duh, we received it, you're not on our list anymore."

So I'm wondering if I should just rest in peace and know the programs all got my emails. I'm kind of dreading calling up 5 other programs to make sure they received my cancellation without feeling like a d-bag for rubbing it in.

I usually try to send something to applicants who send me an email once I receive the cancellation so that they at least know I got it. I prefer emails because it helps me to more easily keep track of who came/didn't come/cancelled/ etc.

That being said, it does drive me crazy when I send an itinerary and hotel reservation confirmation number to a candidate a few days before their scheduled interview and I get the "oh, I can't make it" email reply.

 

[J1515]

I recently canceled a whole slew of interviews via email. I was very nice in my email, and figured if I was a Program Administrator, I'd prefer to get cancellations via email. In the past when I've turned down interviews, I get a response from the PA saying "Thanks for letting us know, best of luck" etc so I've never worried about them NOT receiving my cancellation.

However, this time around, I've received no responses from the programs, and I actually called one up to be sure (because I knew they had changed PAs several times by this point and the email I had was outdated). Anyway, the reaction I got from them was awkward--like "duh, we received it, you're not on our list anymore."

So I'm wondering if I should just rest in peace and know the programs all got my emails. I'm kind of dreading calling up 5 other programs to make sure they received my cancellation without feeling like a d-bag for rubbing it in.

Do not call. On the MyERAS site, check the withdraw application from this program checkbox, and then email them with a NONCONDESCENDING and polite email, something along the lines of apologizing for the short notice or inconvenience. Do not wish them well in the future, do not wish them the best in filling this years residency class. I don't know where people get off saying this crap lol.

 

[LucidSplash]

Do not wish them well in the future, do not wish them the best in filling this years residency class. I don't know where people get off saying this crap lol.

Maybe they are mirroring rejection letters they've received from other programs. 🙄 "So many qualified applicants... wish you well in the future... best regards and hopes for a successful match."

On a more serious note, I personally would call. For a couple of the interviews I ended up canceling, the programs never removed me from their list. I continued to get periodic messages from them including the whereabouts of the pre-interview event and requests for my hotel confirmation. I e-mailed again citing my cancellation weeks before and heard nothing. I finally called and for whatever reason, my e-mails were received but "missed."

 

[Seville]

Maybe they are mirroring rejection letters they've received from other programs. 🙄 "So many qualified applicants... wish you well in the future... best regards and hopes for a successful match."

EXACTLY. If program directors think it sounds condescending coming from us, how does it sound coming from them?

 

[ResidentMD]

EXACTLY. If program directors think it sounds condescending coming from us, how does it sound coming from them?

Normal. THEY are hiring YOU.

You should see some of the rejection letters - how curt they are...the fact that programs first even inform you of your status (many keep you waiting and never reject applicants) and even wish you all the best itself, is just a way of being courteous.

 

[LucidSplash]

I was being fascetious, really. I actually prefer the "to the point" letters. My favorite said "Thank you for your interest in X's program in General Surgery. After reviewing your application, our selection committee does not feel they would be able to rank you competitively for The Match; therefore, it would be inappropriate to offer you an interview."

 

[WholeLottaGame7]

Do not wish them well in the future, do not wish them the best in filling this years residency class. I don't know where people get off saying this crap lol.

And why not? I've said the 2nd part of that sentence in every email interview cancellation I've sent so far. Some of the programs wish me well in return. It's just a courtesy thing. There's nothing condescending about it.

 

[J1515]

And why not? I've said the 2nd part of that sentence in every email interview cancellation I've sent so far. Some of the programs wish me well in return. It's just a courtesy thing. There's nothing condescending about it.

Because the program is interviewing YOU. They are offering you the interview, not the other way around. You are implying that they will have difficulty filling and it is condescending and improper. If I was a PD I'd probably just laugh and delete it, but that's the kind of thing I'd cringe at reading if I was a fellow applicant. Regardless, no harm done.

 

[WholeLottaGame7]

Because the program is interviewing YOU. They are offering you the interview, not the other way around. You are implying that they will have difficulty filling and it is condescending and improper. If I was a PD I'd probably just laugh and delete it, but that's the kind of thing I'd cringe at reading if I was a fellow applicant. Regardless, no harm done.

Technically, the programs are the ones offering the interviews, but as about 99% of PDs seem to talk about on interview day, we're interviewing the programs as much as they are interviewing us. Just because they offer an interview doesn't mean that I'm obligated to A) interview there and B) rank them. I've definitely adjusted my rank list based on communication with a program before.

I guess it's a matter of personal opinion, because I still don't see how it's implying anything, anymore than them wishing me luck is implying I'll have difficulty matching.

Now, if I said, "Best of luck filling your residency class, suckas!" then yes, that would be condescending. But in the absence of something so crass, there is no reason for them to "imply" anything from my statement other than face value, as it is intended.

 

[lakeplacid]

Technically, the programs are the ones offering the interviews, but as about 99% of PDs seem to talk about on interview day, we're interviewing the programs as much as they are interviewing us. Just because they offer an interview doesn't mean that I'm obligated to A) interview there and B) rank them. I've definitely adjusted my rank list based on communication with a program before.

I guess it's a matter of personal opinion, because I still don't see how it's implying anything, anymore than them wishing me luck is implying I'll have difficulty matching.

Now, if I said, "Best of luck filling your residency class, suckas!" then yes, that would be condescending. But in the absence of something so crass, there is no reason for them to "imply" anything from my statement other than face value, as it is intended.

Yes, I agree. IMO, sending a thoughtful written reply is the most polite way to turn down an interview. A telephone call could be nice too, but is more likely to turn awkward.

Similarly, I appreciate when a program takes the time to praise my application despite turning me down, and wishes me the best. I'd rather they do that than simply reject me. But to each his/her own 😎